(DESCRIPTION)
Logo: California Adult Education Program.

(SPEECH)
MAYRA DIAZ: Thank you, Mandilee. And good morning, everyone. Thank you for joining us in today's webinar presentation as we discuss the state budget update and provide an allocation amendment overview.

(DESCRIPTION)
State Budget Update.

(SPEECH)
Looks like we have the PowerPoint slide deck going up. OK. Thank you. Next slide, please.

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Presenters.

(SPEECH)
And Mandilee already covered who's presenting today. Mayra with the Chancellor's Office, Neil Kelly, California Department of Education, and Mandilee Gonzales, with CAEP TAP. We will be your presenters for today. Next slide, please.

(DESCRIPTION)
Agenda.

(SPEECH)
And our focus for today's webinar is going to be on the state budget, the final state budget that was signed for this upcoming-- for this fiscal year '24-'25. We will go over the allocation guidance memo that was released by the state office, as well as the state allocation process and walk you through the allocation certification in NOVA, and open it up towards the end for any questions. Next slide, please.

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CAEP Allocations. Fiscal Year, Allocations, COLA Increase.

(SPEECH)
All right. So the CAEP base funding for fiscal year '23-'24, what we ended with was $646 million. And in January, the governor's proposed budget had included a $651 million proposed increase, initially with a 0.76 COLA adjustment.

After the May revise, the governor signed budget was finalized at $653 million with a final 1.07% COLA adjustment. Though we had a budget deficit year, so we're able to get a slight COLA increase. But we know that this year, '24-'25, and potentially next year, '25-'26, is going to be a tight budget year for us. Next slide, please.

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CAEP Annual Funding Allocations. Years from 2017-18 to 2024-25.

(SPEECH)
So providing you with an overview of our CAEP annual funding allocations that the program has received, historically, over the years, we have seen a slight trending increase since the initial allocation in 2017-2018, starting at $500 million.

As I mentioned last fiscal year '23-'24, our base allocations were at $646 million. With the final signed budget, we received approximately, with that 1.07 COLA adjustment, totaled about $2 million, estimated about $2 million increase, that now brought our base allocations at $653 million in funding that is being apportioned and distributed across the adult education programs in California. Next slide, please.

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CAEP FY 24-25 Final Consortium Allocations Memo.

(SPEECH)
As part of our standard process, the CAEP office has released the annual CAEP allocations memo and schedule for the field. This was released in July, a couple of weeks ago, July 11. We will be sharing the links if you have not received your access, the memo. But the memo also includes a link to the allocation schedule that was shared out with the field.

And we'll be talking a little bit more about what the next steps now that the final allocations have been established and included in NOVA, and also shared out with the field. Next slide, please.

(DESCRIPTION)
CAEP Allocation Memo, Continued.

(SPEECH)
So diving into the allocation memo that was released. This memo is accessible. You can locate it on the website. As we mentioned, the memo is typically shared out with the field. It is also available on the website that you can find throughout the year if you need to reference back to it. There is a link, but also a breakdown of where you can find it on the website.

As I mentioned, we released this on July 11. And the memo also includes a link to the final '24-'25 allocations. It also breaks it down. What we do with this allocation schedule is we break it down by consortia, by fiscal agent, and also include direct funded amounts.

We've also included instructions on how to process the final steps of your consortium allocation, as well as the separate instructions for direct funded member. And the purpose of this webinar is to also go a little bit more in depth with the next steps, especially for the direct funded members, but also for the fiscal funded channels, what the next steps will entail in NOVA. And we will be conducting a live overview walk through once we get to that part. Next slide, please.

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CAEP State Allocation Process.

(SPEECH)
The CAEP state allocation process. We want to walk you through the process that we conduct on an annual basis to arrive at the allocations that are included in the schedule breakdown. So education code mandates that the Chancellor's Office and the California Department of Education provide the allocation schedules to the Department of Finance no later than July 15.

So that is an educational-- it's an education requirement, education code requirement that the state agencies are required to produce these schedules and release no later than July 15 on an annual basis.

As mentioned, the legislature requires the state to disburse these funds within 45 days of the budget enactment. Essentially, when the CFAD is developed by May 2, the state gets to work and starts to develop these allocations based on what was certified in the CFAD.

We await the May revise and any trailer bills that may follow to then begin to develop the allocations for fiscal agent members and direct funded members. Once the funding is disbursed.

It does come in 11 installments, capturing through the month of June of that program year. So we will be releasing those funds in 11 installments throughout the June-- throughout the program year. Next slide, please.

And we'll talk a little bit more about this process. Want to highlight this slide here because we're going to talk about the direct funded members and the fiscal agent funding channels. And there are important steps now that the state has released the allocation schedule and entered the amounts the allocation adjustments in NOVA and the action steps that come for the fiscal agent and direct funded members.

So the allocation amounts for fiscal agents and direct funded members must be confirmed shortly after the state budget is passed on July 1. Essentially, if the state legislature provides a COLA adjustment via the May revise and/or the trailer bill, CAEP consortia and direct funded members will be asked to complete an allocation amendment by September 1.

As was detailed in the prior slides, for this fiscal year '24-'25, the legislature provided the CAEP program with a 1.07% approximately $2 million in increased allocations as a COLA adjustment.

Therefore, that required the state office to calculate and break out the increased amount and how that would be distributed across the fiscal agent direct funded. And that is captured in the allocation schedule that was included in the memo. The adjustments have been included and added in NOVA.

I did want to highlight that we had reached out to about 16 or so consortia because there were some rounding adjustments that had to be incorporated. We were able to flag those. And so we have reached out, made the adjustment in NOVA to ensure that everything balances out and there are no misalignments to what was released in the schedule.

Now the field will be tasked with completing an allocation amendment by the September 1 deadline. And this goes for both fiscal agent, funding channels, and also direct funded consortia members. Next slide, please.

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Reminder.

(SPEECH)
As a reminder, and this was the process I was mentioning. So we have already gone in and updated NOVA to reflect the amended amount by consortium. And that amended amount once again is the COLA increase that was provided after the May revise and included in the final signed budget.

Each consortium must enter and certify, in NOVA, the allocation amounts for their member agencies by September 1. So now that the state has released the allocation schedule, have included the allocation amendment in NOVA, now it is up to the consortia, both direct funded and fiscal agent, to conduct the allocation amendments no later than September 1. And we will provide a walkthrough during this presentation.

For direct funded members, amounts have already been determined. And you can see that in the allocation schedule that was released. However, those direct funded amounts must still be manually entered in NOVA.

So you want to make sure that for the direct funded members, you are going in and you are following what was published in the schedule, what was calculated for those direct funded members as you are conducting the allocation amendment and entering those dollar amounts.

That is going to be a critical process as we had-- I think during this process, there have already been a couple of consortia who have started to go in and enter the amounts. During those entries is when we discovered there were a couple consortia that required some adjustments due to the rounding issue.

And so we've been able to address, as I mentioned, and have sent out an email and a revised schedule that captures the correct rounded totals. But during that process, one thing that I want to remind the field is, and I know we'll capture it in the following slides, is making sure that for direct funded members, you are following what was published, what was calculated for those direct funded amounts.

Because if you are deviating from that, the state has already certified in their apportionment systems what will be going to the state comptroller's office. So just want to plug that in, but we will be talking more about that in the coming slides as we provided some examples.

Also, making sure that fiscal funded-- fiscal agent funded consortia, you are also going in and conducting the allocation Amendment for that COLA increase that was added. Next slide, please.

(DESCRIPTION)
CAEP Allocation Process. Six steps.

(SPEECH)
And just a brief overview of our allocation process, our annual allocation process that we walked through in the past couple of slides. So we start this process as early as January. We are monitoring the release of the January's governor proposed budget. There is outlined in Ed code for the state to release the preliminary allocations for the field.

And so beginning in January, our agencies are monitoring for the January budget proposal. We begin to develop the preliminary allocations at a consortia level. And we release that schedule by the legislative deadline of February 28.

The stack and step of that process is when the consortia will then-- after the schedule is released, the consortia will then begin to hold their public meetings, begin to hold the discussions and determining the allocation breakdown, and complete the CFAD requirement by the May 2 deadline.

That is critical on an annual basis. We want to remind you as that deadline every year is very critical for us, ensuring that you are working to meet these critical deadlines, May 2, ensuring all of the fads are certified.

One thing that we've noticed, and I would like to plug-in, is ensuring that whether you are fiscal agent, funded or direct funded, making sure that during the process, you are breaking out the budget for each of your members.

So if you're a fiscal agent, want to make sure that you are still breaking out, who within your consortia is receiving funding, what entities are receiving funding. So that is a requirement outlined Ed code as well. We want to make sure that we are capturing a budget breakdown for each of the members, a part of the consortia that are receiving funding, whether direct funded or fiscal agent funded, and making sure that the CFAD is also completed thoroughly.

I know it's a repeat of questions that come up on an annual basis, but making sure that you're addressing each of the questions thoroughly. And by the time CFAD gets certified, ensuring that there has been that thorough review of member breakdown and also addressing all of the questions thoroughly.

Step number three, we are then, in May, the state CAEP office is monitoring for the release of the May revise, along with any potential trailer bills that may be released in late June to conduct any adjustments to the allocation.

This year was one of those scenarios, where there was a January proposed budget. And in May, we ended up receiving a slight COLA increase to the January proposal, which is what is requiring us to have the allocation amendment and those actions for the field to conduct as well.

Step number four, the state will then submit-- once we've developed the allocations, after the May revise and the trailer bill, we are developing that around May and June. We finalize and then submit the CAEP schedules to the Department of Finance.

So the state office has a tight timeline to develop these allocations, which is why it's very critical to have the CFAD submitted on a timely basis by May 2, on an annual basis, ensuring that those get submitted on an annual basis on time as the state has a short window to develop those allocations, and also, prepare the schedules that go to the Department of finance by the July 15 legislative deadline.

Step number five, the state then begins the CAEP fund disbursement. August 15 is that timeline. So as we mentioned, we release the funds in 11 installments. And so ensuring that all of those timelines are met, ensure that we can get the funds out in a timely manner.

And the step number six is where we are at as next action items for the consortium to now begin working on those allocation amendments. So the consortium members must certify the amended amounts that the state allocated no later than September 1. That is the deadline. All right. Next slide.

(DESCRIPTION)
Question?

(SPEECH)
OK. I think I'm going to hand it over to Neil now.

(DESCRIPTION)
Neil Kelly.

(SPEECH)
NEIL KELLY: Thanks, Mayra. OK. So here are some frequently asked questions that we wanted to go over, and then we'll go to the live demo with Mandilee. And then we'll open it up for questions.

So first question here is, how does the state CAEP office confirm allocations amounts at the local district level while meeting the July 15 deadline imposed by the Department of Finance if we don't need to certify our allocation amendments until September 1.

So this question is directed, why do we have to rush since things aren't due till September 1? Then we have more time to do that. And so next slide, please.

(DESCRIPTION)
Response.

(SPEECH)
Yeah, response. So like Mayra was saying, if there's a technical adjustment via the May revise or during the State budget trailer bill, the state will use the same funding formula to allocate funds to each consortia. This action will satisfy the need to have those allocation amounts for consortia with fiscal agents.

So you have to understand, from what Mayra was saying, we have these hard July deadlines by Department of Finance. We have to get it to controllers. We have Ed code that says, we have to get the money out in first installment by 45 days. So we're under pressure to get this out.

So what we do is go back to the CFAD and we look at how you calculated your allocations, and then we use that same percentage. But I'll get into that in a little bit. So next slide, please.

(DESCRIPTION)
Response, Continued.

(SPEECH)
Yeah. And this is where it gets a little dicey when we calculate that percentage. For direct funded members, the state will use the same proportionate share that was approved via the CFD on May 2 to adjust the budget upward or downward. And I'm going to go through an example. But this is critical.

So if you went in as a direct funded member in your consortia decided to not follow Ed code, which is 84914, you get no less than the prior year or you get the same amount.

And we consider the COLA or any increase to be part of that allocation and part of 84914. And so if you decided to do something different, then things get a little squirrely because we're using the Ed code to calculate your percentage.

And so we're assuming you followed the Ed code, and everyone got their proportionate share like they did last year. So if you did do something different or you were planning to do something different with the May revise, additional amount, it's not going to align with what the state calculated.

And we've already kind of found that out with a couple that decided to do their own thing. So please, that's why we send out the spreadsheet in advance. We list all the totals, we calculate it. It should make it easy for you guys to get your members on board because it's not you doing the calculations, it's the state. So just wanted to clarify that. And we'll move on to the next slide for the example.

(DESCRIPTION)
Direct Funded Example - 1.

(SPEECH)
So if you're wondering how we calculate that percentage, so here's a consortium with four members. They all get-- well, three members get $100,000. And member D gets $700,000. They get $1 million as a consortium.

So the percentage share, as you can see, the ones with the $100,000 are 10% of the share. And the one with $700,000 is 70% of the share. So that's based on your CFAD. So next slide, please.

(DESCRIPTION)
Direct Funded Example - 2.

(SPEECH)
And so if we got another $200,000 in the May revise, we would use that same percentage share. So 10% of $200,000 would be $20,000. 70% of $200,000 would be $140,000. So if you total that up, that's $200,000 divided by that percentage share that you used in your CFAD.

So that's the same thing we're doing with that schedule we sent out based on the May revise. And so that's how you can explain it if members are wondering. That will keep you in line with what the state's doing.

So if you wanted to do something like, we have a new member, we want to give all the money to the new member, or this member is carrying all the consortia costs. So we want to give the extra money to that member to pay for all those costs. Well, you can't really do that in this process. You can do it maybe afterwards if you want to move money around by an allocation amendment.

But until you get everything lined up, this is the process we want to use because it aligns with what we're giving to the state controllers. So next slide, please.

(DESCRIPTION)
Direct Funded Example - 3.

(SPEECH)
And then so here is the final slide with the example showing the total allocation, the governor's budget, plus the May revise shows that still using that same percentage share and the additional amount, how it calculates out to that new total of $1.2 million going from $1 million to 1.2 million and using the percentage share. Next slide, please.

(DESCRIPTION)
3. Question?

(SPEECH)
So here's a question. If I'm a direct funded member, why is the State CAEP Office calculating this for me? My consortia wants to do other things with the increase. OK, so next slide.

(DESCRIPTION)
Response.

(SPEECH)
So like I said, in 84914, members receive no less than the prior year unless it meets one of the three causes for funding reduction. COLA means a cost-of-living increase for all member districts, which means all members in good standing will receive a COLA.

Fiscal agent and direct funded members schedules are due by us, by the state to Department of Finance by July 15. So we're not focused just on direct funded members certifying, we also want the fiscal agent members to certify by September 1. Because if you don't, and we've had this happen before, come September, when you're doing your budget and work plan, you won't have the correct amounts in NOVA. And there'll be some negatives and it won't calculate.

So if you're a fiscal agent, don't think you're like, hey, I don't have to do anything. You still have to get your members to certify by September 1. And then CAEP funds must be dispersed 45 days after the state budget assigned. I went over that. Next slide, please.

(DESCRIPTION)
Question?

(SPEECH)
OK. Here's another question. If I'm a direct funded agency, where do I find my pre-determined amounts for the allocation amendment? OK. Next slide, please.

(DESCRIPTION)
Response.

(SPEECH)
You can find the link. And I think Mayra went over this in the predetermined amounts and the CAEP allocation memo, released July 11. If a consortia wishes to make a change with their '24-'25 allocations, you can do so after this process through the allocation amendment process.

So you still have the allocation amendment process, but that's after you certify everything, the CFAD and then the May revise allocation adjustment. Then if you still want to move money around, it can be a one time allocation amendment through that process. And I think Mandilee is going to go over that anyway.

Please note, direct fund members must follow up locally. So if you are going to move money around afterwards in an allocation amendment process, if your direct funded, you still have to physically move or transfer the funds among members.

If you're a fiscal agent, the fiscal agent can usually do that for you. But direct funded, because all that money is scheduled in advance, you do have to physically, run the check over or transfer funds or stuff like that. OK. Next slide, please.

(DESCRIPTION)
Reminders.

(SPEECH)
And then here are some reminders. We have the carryover compliance, AB 1491, coming up. Q4 is just around the corner. We'll be tracking those Q4 expenses by-- Mayra, what time is that on September 30 of this year when we turn the clock towards carryover compliance? Is that 11:59 on the 30th or what time are we looking at?

MAYRA DIAZ: Good question. I'm going to say 11:59, but I'm going to go back and double check just to make sure, but certainly, try and get that before, I want to say, it is 11:59, but don't quote me on that. I will confirm.

(DESCRIPTION)
Neil Kelly.

(SPEECH)
NEIL KELLY: OK. Because I know some members are always running late on certifying that Q4. So I know they'll be probably going to 11:58 and 35 seconds, probably. But just remember, if you don't certify it by then, we're going to run the numbers regardless. And then if your numbers aren't in, it's going to look like you're over 20% even if you aren't because you don't have your certification in there. So just be careful.

And then this is also, member carryover, this will be coming up on year two. We're sunsetting year one, and then we're going into year two. Consortia carryover is annual, so keep that in mind. You can always check to see how your members are doing this year.

And then plan for, if they are over, to avoid the carryover and what your plans and governance is to deal with that. Also, AB 1491 authorizes to reduce members excess after two consecutive years, which I talked about in the member carryover.

And don't forget, member carryover also impacts consortia carryover. So you might have one member that is ruining the party for everyone in the consortia because they're not spending their money.

Also, consortia exceeding 20% will be monitored by the Chancellor's Office and CDE, which we are doing. And we are working on enhancements to NOVA to have those written expenditure plans. And we're working on technical assistance and things like that, related to the carryover compliance for this year as it pertains to consortia 20% carryover.

And then enhancements will be released or have been released. And so I don't know. Mandilee, did you put the link to the enhancements in the chat if people wanted to check it out?

MANDILEE GONZALES: I sure did.

NEIL KELLY: OK. Thank you.

MANDILEE GONZALES: Yeah. I put in multiple links so there is a recording to the NOVA enhancement along with the PowerPoint that you can download that will help walk you through that, and then all of the carryover compliance guidance and timeline.

NEIL KELLY: OK. So this is the carryover crisis line if you're panicking. You can always reference a lot of resources we have on carryover. And then also, don't forget annual plans are due in a couple of weeks, August 15.

And then I think three-year planning guidance will be released shortly. So that will be coming up too, but not due until June of next year. But no time like the present to start planning for that three-year plan.

So with that, I think that's my last slide. I'm going to turn it over to Mandilee for the live demo.

MANDILEE GONZALES: All right. So I'm just going to switch gears here, everyone. I have been dropping links in the chat. I've also dropped the PDF to the PowerPoint. Here are some additional slides.

(DESCRIPTION)
State Policy Guidance.

(SPEECH)
Those links are also in the chat, but this is the state policy guidance that have been issued, the AB 1491. So I'm just going to continue to move on because now it's time for the live demonstration.

And for those of you, who really do want to walk back through this live demonstration, we are recording. Once the recording is remediated, we will post that to our website. Until then, in that PDF, we've also have screenshots that will walk you through that process.

So what I'm going to do is I'm just going to do a quick switching of screens. I'm going to stop share, so bear with me. OK. Everyone should now be seeing my screen.

(DESCRIPTION)
Consortium Details. 

(SPEECH)
All right. So I am in NOVA. And as you can see here, I am in the safe environment. Because I'm in the safe environment, we're about 30 days behind. So what that's going to look like is as we walk through this piece of the allocation, it's actually going to show $0.

(DESCRIPTION)
Allocations table.

(SPEECH)
Because in the sandbox, it hasn't been updated with the new allocation amounts. But I do want to show you that when you are in the live site, and you do go down to your allocations, it'll be here, highlighted in red.

You will click this Start Amendment button. And when you click Start Amendment, and I do not want to do that now because I'm in their live site, it'll walk you through the process that we're going to go through in the sandbox. So just kind of go along this imagination journey with me just a little bit into pretending that there is a dollar amount here that we are going to start to allocate.

So we're going to go ahead and hit, in this case, the Continue Amendment. But in your case, it will be the Start Amendment process. The workflow is going to be here on your left hand side. This is pretty straightforward. I know there have been some enhancements. But really, if you ever have any questions or need any assistance with this, you can always reach out to tap@cal.ed.org.

We'll get on a one on one Zoom with you. But hopefully, this will help as you are reminded of what to do. So as you're in your agencies and certifiers, you just want to confirm that these are your correct people for each member agency. So this is Ellen Hancock, joint CCD, Lompoc Unified.

And then once you have confirmed that these are all of your correct member representatives, you'll go ahead and click the Next button up here on the right hand side. When you click Next, it's going to move you to that next section within your workflow.

This is that enhanced piece that has changed from previous years. And it allows you to select the different types of reasoning why you have an allocation. And I saw in the chat box, John posted a question that Mayra did get back to him on.

But there was a question of, hey, there is that dollar, how am I identifying what type this is? And if you don't know, you can always reach out to us and we can help you. Otherwise, the new member, standard member transfer, or May revise should really encompass all of the reasons that you are allocating money to a member within your consortia.

When you do that, you'll go ahead and use this explanation for amendment. This is ideal as we all know. Sometimes we have to backtrack and understand why certain changes were made or money was moved around. So as detailed of an explanation as possible will certainly help if you ever have to unravel any money. OK.

So now we're going to go down here. These numbers are already the proposed allocation amounts. And then when you make the adjustment, you'll just click in. So I'm just going to add $1 here.

(DESCRIPTION)
Proposed Allocation column.

(SPEECH)
You'll start to see that we'll automatically do the math for you. On the right hand side in adjustment, it's going to show you that dollar amount that you're allocating out. And then you will make that same adjustment to the other member. Because ultimately, you want this to reflect the $0.

So once that has been done and the numbers look correct to you, you're going to hit Next.

(DESCRIPTION)
Allocation Amendment Summary.

(SPEECH)
Then it's going to take you to your preview section. And when you're in the preview section, you can do a couple of different things.

Obviously, the first and foremost thing you want to do is make sure that everything you've entered in is correct, that the dollar amount is appropriate, that the narrative for your reasoning for this allocation is clear and concise.

If you ever need to reference it for any reason and then double checking your numbers, you remember agencies, and then you can hit Submit. For whatever reason you realize, hey, something is wrong, there is an error, you click Cancel Amendment. When you hit Cancel, it's going to say, "Are you sure?"

Any changes that you have done, it will essentially take it away so you can go ahead and start that process back over so you can hit Cancel Amendment or do not cancel. And then you can always hit Submit.

So I'm going to just pause. I know that this is something that everyone has done and sometimes does throughout the year, but are there any questions? OK. I'm not seeing any. OK.

So then when you hit Submit-- sorry, guys. I have to move my Zoom controls out.

(DESCRIPTION)
Allocation Amendment Submission.

(SPEECH)
When you're ready to submit, you will hit the Submit button. This will pop up. By clicking OK, you're affirming that the allocation amendment is ready to be reviewed by the selected member representatives and you hit OK. If there are any comments, you would add that in here.

And I'll just say--

(DESCRIPTION)
Text: Please enter any comments for the Signing Authorities to Review.

(SPEECH)
and then that is it. So I'm going to go ahead and stop this share. And we'll go ahead and head back to the PowerPoint.

(DESCRIPTION)
CFAD summary.

(SPEECH)
So I'm just going to click through here pretty quickly because these are all of the pieces that we talked about with the little notes. So that will help guide you if you want that assistance as you create those allocations, ensuring that everything has that $0 amount once done.

All right. So that will be that. My part was short, so I'm sorry. But any questions?

(DESCRIPTION)
Slide: Wrap Up and Questions.

(SPEECH)
OK. All right. I am not seeing any. So what I am going to-- go ahead.

NEIL KELLY: I'll just say, or we could open it up for general questions.

MANDILEE GONZALES: Yeah. We can absolutely open it up for general questions. I also want to pop into the chat box, the evaluation link. So please take a moment now or later to fill that out. And then I'll go ahead and stop sharing screen so we can see faces.

We do have another webinar coming up, facilitated by WestEd tomorrow. If you would like to join us there, I think Holly is already popping all of the registration links into the chat. So thank you so much, Holly Clark. Any questions?

This would be a great time to come off mute or pop them in the chat. We're here to assist. I'm surprised. No questions?

(DESCRIPTION)
Mayra Diaz.

(SPEECH)
MAYRA DIAZ: I did want to add Mandilee, that I was able to confirm, it is 11:59, the carryover compliance snapshot. Please note though, for those of you that submit prior to that, the moment that is certified, that is what will be locked.

But for those that are waiting until 11:58, September 30, 11:59 will be the cutoff. Expect for us to have more discussion on this if it's necessary, more trainings. I know that Mandilee had posted the links to the one that we conducted back in January.

If those are some really good resources because we went over the carryover compliance tracking and the tools and what was added in NOVA to the enhancements we had captured, please note that there are some enhancements currently visible in NOVA already around carryover compliance tracking.

However, after that September 30 period, you will see the additional flags that will emerge for those consortia that get flagged for having excessive carryover, 20%. There will be some action items and flags in NOVA. And then it'll also be the first official annual tracking year, one of the member carryover tracking. Since that legislation, we're tracking that on a two consecutive year basis. The system will still flag and capture.

And so refer back to those training materials. There's really good resources. And as we get to the September 30 period, we will work with-- the CAEP State Office will work to bring to you some additional training if necessary, to continue to go over NOVA.

Once we reach that September 30 certification, especially as you're developing your member budget work plans, really important to look at your carryover and how you are going to plan to spend for this upcoming year.

Also, ensuring that you are certifying those reports on time. That date is going to be critical. Reach out to us as we get close to that period. We're hoping there's not a large amount. We're hoping all 71 reports are certified prior to that deadline.

It will be tricky if we do encounter any consortia that do not certify their Q4 report. Because of that snapshot, you'll see essentially two carryover balances. And so we're going to need to provide you with some guidance on how to read and interpret that in NOVA with the tools that have been embedded.

And so the message we want to disclose is to make sure that you're working, keep that date in mind, start working in advance to gather the information and get that submitted in a timely manner.

(DESCRIPTION)
Logo: State of California Department of Education. Adult Education Office.

Neil Kelly.

(SPEECH)
NEIL KELLY: And Mandilee, do you want to-- I had some questions on Corinne's question about-- so let's say it's after the-- it's not the May revise and they're doing an allocation amendment later in the year. So what should she use?

MANDILEE GONZALES: This standard member transfer.

NEIL KELLY: OK. Thank you.

Mayra, it looks like Tishell has a question. Do we have an update on the certification of the ELL grant application in NOVA? Is there a timeline?

(DESCRIPTION)
Mayra Diaz.

(SPEECH)
MAYRA DIAZ: Great question, Tishell. We're jumping over to ELL. So we are reviewing those applications at this time. The timeline that we had shared back when we conducted the informational webinar, I think we can drop a link in the chat on the informational webinar timeline.

So next steps, we're currently reviewing those applications that were submitted. We will be reaching out as we're combing through those applications. Number one, for those that submitted a budget, I wanted to just reiterate, if you submitted your ELL work plan budget with only a consortia level budget, we're going to be reaching out, requesting for you to revise, to break out the budget by members, similar to what we did with round one.

We'll be reviewing that and conducting outreach, so you should start seeing that in the coming week. We are going to be releasing an intent to award memo, tentatively, early August. So in the next coming weeks.

And then we will be also reaching out, as we had mentioned, that round two was going to be distributed via a grant agreement. We are working on those grant face sheets. And we'll be reaching out once we have those ready to go. We are finalizing the distribution tables. And so all of that is expected to come in the coming weeks.

(DESCRIPTION)
Mandilee Gonzales.

(SPEECH)
MANDILEE GONZALES: I added the FAQ that's on the Chancellor's website for ELL round two for those that are interested.

(DESCRIPTION)
Neil Kelly.

(SPEECH)
NEIL KELLY: Since we have a few extra minutes, anybody have any questions on the annual plan? You could throw those at us right now if you wanted to.

(DESCRIPTION)
Mayra Diaz.

(SPEECH)
MAYRA DIAZ: Actually, I have one more thing to add on the ELL. I'm going to share-- I know that there's been a lot of questions around the ELL. And Mandilee had dropped the FAQ. The resources that we have released around the ELL for round one and round two are housed in the Chancellor's Office website.

We'll drop in the link. There is a tab specifically for ELL. You will find the FAQ, the presentation, the LOI. There's a lot of information in those documents to a lot of the questions that we receive. So certainly, save that, bookmark that if you are an ELL grant recipient. And have any questions, timelines, reporting, deadlines, all of that information is captured in there.

We are working to develop office hours. We're working on potential TA and professional development, so stay tuned for that. Right now we're trying to release-- review those round two applications and get back to you by the August timeline that we had set.

But just we want to reiterate, click on that link. There's a lot of those materials that are housed in there. And something to keep referencing each of the cycles comes with the 24-month expenditure timeline.

So a lot of the questions and information that you're probably going to be asking questions throughout the year, that's a really good resource to refer back to. And certainly reach out to our CAEP inbox if there are any questions that we can help address.

Sorry, Neil. Back to the annual plan.

(DESCRIPTION)
Neil Kelly.

(SPEECH)
NEIL KELLY: Well, we did get a couple of three-year plan questions, so I don't know if I answered those correctly, but you guys can chime in. I was typing in the chat.

(DESCRIPTION)
Mayra Diaz.

(SPEECH)
MAYRA DIAZ: We are working with the CAEP TAP to get the guidance plan released, as Neil had mentioned. And let me address it now. I know one of the biggest questions we're going to get is the NOVA enhancements and the template for the three-year plan.

Unfortunately, any enhancements to NOVA, as we've all experienced, take time to implement. But we are working to get that incorporated and we're going to try and align a template so that we can try and release a template shortly after the guidance is released.

But we are working to try and get the guidance issued out. There's no major changes to the questions and the format of that. And so it should align. But we will be incorporating some NOVA enhancements for better data collection and data analysis of the information that you are reporting.

I know there was request to increase the narratives to 7,000 word count. We apologize up front. That was not something we can incorporate. We're trying to find a better solution to still get the information and collect the information in NOVA so that it's not all narrative based.

If you haven't already, we've released those Hanover reports there. They've analyzed all 71 three-year plans, something great to review as well as annual plans. And so we are trying to incorporate some enhancements to the three-year plan for better data collection.

But there expect for it to be the same. It's just the way that we are going to collect the information in NOVA. And we are working to incorporate those enhancements and produce a template in a timely manner.

Also, we are with the guidance and the AEP. We are working to provide an update on when that latest data set will be made available. So stay tuned. Lots coming in the month of August and September. Stay tuned for all those updates.

(DESCRIPTION)
Neil Kelly.

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NEIL KELLY: I'm trying to find the three year. I mean, the Hanover, if you have that handy, Mayra,--

MANDILEE GONZALES: I have it

NEIL KELLY: --the report. OK. Good.

MANDILEE GONZALES: I'm adding it to the chat right now.

NEIL KELLY: And just for sentimental reasons, just remember this annual plan that you're submitting on August 15 is your last annual plan tied to your last three-year plan, the existing old three-year plan. And you'll be embarking on a new three-year plan. So I don't know if there's any sadness about transitioning, but I don't think so.

But anyway, so you guys can have a party and celebrate your last three-year plan, your accomplishments as you certify that last annual plan as you move into the new planning phase. And thanks for posting that, Mandilee.

(DESCRIPTION)
Mandilee Gonzales.

(SPEECH)
MANDILEE GONZALES: No problem. Any other questions or thoughts that have bubbled up around the three-year plan, annual plan, any deliverables, carryover? You have Mayra and Neil here to answer them directly for you.

(DESCRIPTION)
Neil Kelly.

(SPEECH)
NEIL KELLY: And just because John Warner was complaining about it being dollar short, do not send us your change to support John and his dollar shortness. Please refrain any coins and donations. We will not accept them.

(DESCRIPTION)
Mandilee Gonzales.

(SPEECH)
MANDILEE GONZALES: All right. All right. Well, I think we will move to close out. We'll go ahead and pop in those upcoming events right around the corner as early as today. If you have your teacher portal with TE, you can come back and join us this afternoon.

Otherwise, we'll be here again tomorrow with our WestEd's team. So take a look at the different events that we have coming up for our directors in the room. We have the director's event in just a couple of months. Looking forward to that, as well as the CAEP Summit.

So if you haven't registered for the CAEP Summit, it will be in the northern region of California this year. So we'll have it at the Oakland Marriott. We are really excited. I've read over a ton of proposals. And I believe that it will be a robust summit as-- well, I think. I'm hoping that we can live up to past year's standards.

So hoping to see everybody there. Don't forget to grab that evaluation link, take a couple of minutes. It really does support the work that we do, as well as the information and the professional developments that we provide to you.

So with that, I'll give you just a moment to grab those links, especially the evaluation and the summit link. And feel free to reach out to us with any questions, big or small. If we don't have the answer, we'll get Mayra and Neil on the phone, so to speak, and we'll get those answers to you.

Thank you, everyone. Have a great rest of your Tuesday. Bye for now.

(DESCRIPTION)
Neil Kelly.

(SPEECH)
NEIL KELLY: Thank you, Mandilee. Thank you, Mayra.

MANDILEE GONZALES: Thank you, Neil. Thank you, Mayra.

(DESCRIPTION)
Mayra Diaz.

(SPEECH)
MAYRA DIAZ: Bye, everyone. Thank you.